Hybrid work arrangement for administrators and staff

Effective Feb. 20, 2023

In an effort to enhance employee satisfaction and stay market competitive, Augustana is offering eligible employees the option of a hybrid work arrangement as described in this policy.

Hybrid work arrangement

The hybrid work arrangement offered under this policy allows an eligible employee to work from a location other than campus for up to two days per week. Augustana values being a highly collaborative workplace with face-to-face interactions. The hybrid work arrangement allows an employee the flexibility to work away from campus on a limited basis, while maintaining the benefits of on campus collaboration and interaction.

The hybrid work arrangement may be appropriate for some positions and not for others. Even if generally appropriate for a position, a hybrid schedule may not work every week due to job responsibilities. Hybrid work is not an entitlement for any employee. Certain positions will be excluded from this program when the nature of their job duties requires an on-campus presence. This would include, for instance, certain employees in dining, facilities, and public safety.

Employees interested in receiving this benefit must complete a request form and obtain approval from their supervisor. An employee working under a hybrid work arrangement remains obligated to comply with all Augustana rules, standards, policies, practices and instructions regardless of where they are working. The college retains the right to change, alter, or discontinue a hybrid work arrangement at any time.

Policy

The expectation for a hybrid work arrangement is that the employee will effectively accomplish their regular job duties, regardless of their work location. If this is not possible, or is not occurring, then a hybrid work arrangement will not be approved or will be discontinued.

Eligibility

Current full-time, non-faculty employees in good standing who have been employed by Augustana for a minimum of three months of continuous, regular employment are eligible to request a hybrid work arrangement. A hybrid work arrangement during the first three months of employment is generally not suited for hybrid work due to job training requirements and demands.

Part-time employees are not generally eligible for this benefit, but may be approved on a case-by-case basis.

Eligible positions for hybrid work arrangement

Hybrid work is a voluntary work alternative that is appropriate for some employees and some jobs but not all employees and all positions. In evaluating whether the duties of a particular position may be performed away from campus for up to two days of the work week , the supervisor will consider the following:

• Whether the nature of the work and responsibilities to be performed are conducive to completion off-campus without causing disruption to the performance or service;

• The needs of the department, including frequency of meetings, department goals and projects, walk-in traffic, and space constraints;

• Other collaborating departments’ needs and schedules;

• Whether or not daily face-to-face in-person interaction is required of the position including on-campus appointments or meetings with students, constituents, or colleagues. Generally, positions with significant face-to-face in-person interactions or that require regular access to on-site confidential documents may not be suitable for this benefit;

• Whether an excellent level of service can be maintained without hardship on collaborating departments, students, internal constituents, and co-workers.

Employee performance and eligibility for hybrid work arrangement

In considering approval of a hybrid work arrangement, the supervisor and department management, with the support of Human Resources, will evaluate the employee’s performance and the feasibility of such an arrangement. The supervisor will assess overall employee performance to ensure that:

• Employee has a clear understanding of the position and expectations;

• Employee has demonstrated ability to work independently;

• Employee must demonstrate satisfactory performance. Employees who have had a performance evaluation must have met expectations in their last performance evaluation, and employees who are working under any kind of performance improvement plan are not eligible for this benefit;

• Employee must meet required punctuality and attendance standards, and not require close supervision;

• Employee should demonstrate consistent ability to complete tasks and assignments timely and accurately; excellent communication and collaboration skills are particularly important when working off-campus.

Approval of off-campus work arrangements

Supervisors will assess all requests for a hybrid work arrangement with fairness across similarly situated staff members and in a lawful and equitable manner. Not all positions are appropriate for off-campus for two days per week. On-campus presence may be preferable on certain days of the week. Therefore, requests may be granted with modifications, such as approving off-campus work one day per week rather than two, if two was requested, or altering the day of off-campus work.

Hybrid work days are generally approved as whole days but half-day increments may be approved at the discretion of the supervisor.

During the summer months, employees who are taking advantage of condensed summer hours may also request a hybrid work arrangement. During summer months, hybrid work arrangements may require modification to meet department needs.

Job duties

When working off-campus, employees should have access to appropriate technology including, but not limited to, a phone, computer, email, video conferencing, instant messaging, Google sheets, etc.

Employees must be available for meetings deemed necessary by management. In some cases, employees may be required to be present on-campus for key in-person meetings or events on a day that was previously scheduled as an off-campus work day. In such a case, an employee may be able to arrange an alternate off-campus work day that week, but this is not guaranteed.

Regardless of where an employee is working employees will be subject to and required to follow all Augustana policies and procedures.

Compensation, work hours, and time worked

An employee’s compensation, benefits, work status, and work responsibilities will not change due to hybrid work. An employee’s total work hours will also remain the same.

While fluctuation in work hours on off-campus work days is permitted, significant variations in availability or work hours during the day should be discussed with the supervisor. Employees should follow existing policies and practices regarding recording of all hours worked, meal periods, and obtaining supervisory approval prior to working unscheduled overtime. All paid time off benefits (including leaves of absence) must be scheduled, approved and recorded in accordance with the college’s time-off policies and practices.

Work space and equipment

Employees working a hybrid schedule must have access to a safe, secure and ergonomic work environment while working off-campus. Employees should have a workspace that allows the employee to effectively and efficiently complete their work responsibilities. Hybrid work arrangements are an optional benefit; employees who do not have suitable work options off-campus should not request a hybrid work arrangement. Augustana will not provide office furniture or equipment to facilitate a hybrid work arrangement. Maintenance costs and the costs of wear and tear of personal furniture and equipment used while working off-campus is not considered a reimbursable work expense.

Employees who do not have preexisting, sufficient work space or access to basic equipment off-campus should continue working on campus.

The college’s IT personnel can answer general questions related to Augustana-owned equipment and data security. Equipment owned by the college is provided for the purpose of completing college business. Employees can find instructions and resources at Information Technology Services. For technology assistance, please contact the IT Help Desk at helpdesk@augustana.edu or by phone at 309-794-7293.

Employees must protect college-owned equipment, records and materials from unauthorized or accidental access, use, modification, destruction or disclosure. Employees working off-campus must agree to follow college-approved security procedures in order to ensure confidentiality and security of data and complete required cybersecurity training.

All equipment, records, and materials provided by the college are and shall remain the property of the college regardless of whether the records and materials were prepared remotely. Employees are expected to report to their supervisor any incidents of loss, damage, or unauthorized access at the earliest reasonable opportunity and cooperate with reporting such incidents to law enforcement officials and/or insurance providers, as necessary.

Expense reimbursement

Employees who are approved to work a hybrid schedule will receive office supplies (e.g., paper, writing utensils) to complete job responsibilities off-campus. All employees, however, must obtain prior approval from their supervisor before purchasing any supplies or equipment for off-campus work and must follow all other college reimbursement procedures as outlined in the college’s expense reimbursement policy.

Employees who do not have access to an off-campus work area that includes an ergonomic and safe work space, basic utilities and internet access should not request a hybrid work arrangement. The college provides these services to all employees while working on campus. Regardless of where an employee is working, employees must report any job-related injuries that occur in the course and scope of employment at their earliest reasonable opportunity.

Distractions

Employees working off-campus are responsible for controlling interruptions during their work hours and should make regular dependent care arrangements as needed when working off-campus. A hybrid work arrangement is not intended to be used, and should not be used, as a substitute for regular dependent care. Hybrid work arrangements are not to be used for taking leave or time off from work. Requests for leave or time off should be made under the appropriate leave policy.

Term, review, and termination

Employees may request a hybrid work arrangement at any time. Requests for hybrid work arrangements will be reviewed as they are received. Either the employee or the college may end a hybrid work arrangement at any time, with or without reason. In the event the college determines a hybrid work arrangement is not in the best interest of the college for any reason, the college will strive to provide advance notice, but may not be able to in all cases.

Modifications to approved hybrid work arrangement

Any changes to an approved hybrid work arrangement must be approved by the employee’s supervisor, including changes to the days that an employee works off-campus.